In scientific conferences, delegates congregate to talk, listen, learn, and network around a shared subject of interest. In many conferences, including the ones I organise, all delegates have the opportunity to publish their research.
When organising a conference many questions are asked by delegates and potential delegates. My job is to provide them with the information needed, or to resolve any problems.
I normally work with small universities / research departments, who don’t have time and resources to organise an international event. If a conference generates profit it is used to help research teams or departments within the university, providing additional funds to run their projects.
I know many delegates struggle with funds. We always try to find solutions, like creating different registration fees, especially for overseas delegates. The costs of attending an international conference in another country or another continent can be quite high. My obligation as a conference organiser, and that of my organising committee members is to provide you with a quality experience that you will remember. This will help you with your CV, and make you feel that it was worth investing your money.
If you attend one of my conferences and you are not used to organising conferences yourself, I would like to let you know about the expenses that are involved.
- There’s a team of people working in the event: from graphic to web designers, conference managers, conference assistants, there is a team of people working to make the event happen. The work done by these people is many times outsourced by the universities or research groups, and it has to be paid, depending on the agreement reached between the organisers and the PCO (Professional Conference Organiser).
- When you attend a conference, the organisers normally provide merchandising, attendance and presentation certificates, and catering. In some conferences, there are tourist and technical tours, which can include transport.
- In some cases, the promoters have to pay for the venue, and even for the poster displays.
- Publication in international journals can incur Article Processing Charges (APC).
- During the event, there is a team of people always available to help you, and people who chair the oral communication sessions.
These are the biggest expenses that have to be covered in a conference. Not to mention domains for the websites, software for managing the registrations and papers, utilities, stationery, water for the speakers, travel and accommodation expenses for invited speakers.
My biggest aim when organising a conference is to provide the delegates with a great experience. I like to create opportunities to present and share work, discuss and receive feedback, and visit new places while improving their academic CV.
By attending an international research conference, you will learn from others and improve your own skills and knowledge about your field. This networking is an opportunity to join collective and international research projects, such as edited books, special issues in peer-reviewed journals or funding applications.
Conferences are a service provided to researchers and universities / research centres, like any other service in any other type of event. When launching an event, the organising committees I work with put a reasonable price in the fees, in order for all expenses to be covered and to invest back in the conferences.
I hope this helps you to understand my work, and I hope to see you soon at one of the conferences I organise.